Project Management -- Communication Management

1. Communication Management
- For project management and business engineering environment
Prepared by: Kaushik Pramanik,PMP, PGDOL (Oxford), PGDFI (LSE), MTech (IIT), BME

2. What is communication?
 As per Oxford dictionaries, Communication means
 the imparting or exchanging of information by speaking, writing, or using some
other medium
 In Project Management and Business Engineering, Communication
means
 Verbal communication.
 Written communication via email, official media etc.
 Town hall speech or conference speech.
 Program dashboard, share point and intranet.
 One to one meeting, group meetings, workshops etc.
 Active listening.
 Behavioural communication and non-verbal communication (voice inflections,
body language etc.).
 Reporting communication via status report, review report, presentation, minutes
of the meeting, memos, briefings etc.
 Vertical communication (up and down of the organization) and horizontal
communication (with peers).
 Questioning, probing ideas, and situations to ensure better understanding.

3. Project Management and Business Engineering
Communications Management Overview
Communication
Management
Manage
Identify Plan Distribute
stakeholder Reporting
stakeholders communication information
expectation
•70% of time spent by project managers and business engineers to communicate
stakeholders and team.
•Project failure rate is heavily dependent on miss-communication or absence of
communication management plan.

4. Identify stakeholders
 Identify stakeholders in the project , department
, region, division and enterprise level.
 Carry-out stakeholder analysis.
 Take expert judgment about stakeholders.
 Create stakeholder register.
 Define stakeholder management strategy.

5. Plan communication
 Find out communication requirement for each stakeholder.
 Identify communication technology to be used.
 Establish communication methodology for each stakeholder.
 List information to be communicated, including language,
format, content and level of detail.
 Identify reasons for distributing the information.
 Define time frame and frequency of the distribution.
 Define escalation process.
 Role and responsibility to distribute the communication.
 Create communication log.

6. Plan communication
 Find out communication requirement for each stakeholder.
 Identify communication technology to be used.
 Establish communication methodology for each stakeholder.
 List information to be communicated, including language,
format, content and level of detail.
 Identify reasons for distributing the information.
 Define time frame and frequency of the distribution.
 Define escalation process.
 Role and responsibility to distribute the communication.
 Create communication log.

7. Distribute information
 Identify information to be distributed to each
stakeholders and how it will be distributed.
 Focus on writing style, sentence structure, word
choices, articulation, and visual design of
presentation.
 Distribute clear and concise information.
 Choice media to distribute information.

8. Manage stakeholders’ expectation
 Understand each stakeholders’ goal and objective.
 Understand each stockholder's personality, and culture.
 Be a trusted advisor of each stakeholder.
 Resolve conflict and create negotiable environment with each
stakeholder.
 Create issue log to manage issues raised by stakeholders.
 Establish partnership and relationship with various stakeholders.
 Communicate each stakeholder regularly about project status,
cost analysis, risk, schedule information etc.
 Potential strategies for gaining support or reducing obstacles.

9. Report performance
Following information to be communicated to report project
performance to each stakeholder.
 Analysis of past performance
 Current status of risk and issues
 Work completed during the reporting period
 Work to be completed during the next reporting period
 Summary of changes approved in the period.
 Forecasted project completion (including time and cost)
 Various KPIs including PV, EV, CPI, SPI, Cost variance, Schedule
variance
 Executive summary report of the project
 Any other information which is relevant to the project.

10. Communication channels in the team
OO OO OO
_ _ Total
_
communication
O O channels in a 7
_ members’ team
is
OO OO OO 7(7-1)/2 = 21
_ _ _
A project consists of n members, number of communication
channels of the project can be calculated by following
formula.
N(N-1)/2

11. Communication Management Output
Key outputs of Communication management is given below.
 Communication Management Plan
Communication log
Communication methods
Communication technology
Stakeholder communication strategy